Nursing and Health Sciences Administrative Assistant

Full-Time Nursing and Health Sciences Administrative Assistant

Department

Reports to:

Senior Vice President for Academic Affairs

Faculty

Reports to:

Dean of Nursing and Health Sciences

The Administrative Assistant plays a vital role in supporting the smooth and efficient operation of the School of Nursing and Health Sciences at Anna Maria College, encompassing the Nursing, Health Science, Forensic Science, and Exercise Science programs. This is a 12‑month staff position. Reporting directly to the Dean of Nursing and Health Sciences, this position provides essential administrative, organizational, and communication support that facilitates academic excellence and compliance with accreditation and regulatory standards.

The Administrative Assistant acts as a primary point of contact for faculty, staff, students, external partners, and stakeholders, consistently representing the School with professionalism, discretion, and responsiveness. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic academic environment. Through their work, the Administrative Assistant contributes significantly to the operational success and reputation of the School, helping ensure that faculty and staff have the support they need to deliver high‑quality education and that students experience seamless administrative processes throughout their academic journey.

• Provide high‑quality, confidential administrative support to the Dean and departmental faculty and staff.
• Assist with managing the Dean’s calendar and coordinate meetings and events.
• Assist with scheduling and calendar management for all Dean‑related, MOU‑related, and School of Nursing and Health Sciences appointments, including internal and external stakeholder meetings, ensuring efficient time allocation and coordination.
• Assist with organizing, filing, and maintaining accreditation and regulatory documents to support program compliance and reporting needs.
• Provide administrative support for nursing accreditation processes, including organizing and managing documentation for regulatory and accrediting bodies (e.g., ACEN, MA Board of Registration in Nursing).
• Maintain evidence files aligned with accreditation criteria and assist in assembling required materials for self‑study reports, site visits, and annual updates.
• Prepare and maintain departmental records and forms, ensuring accuracy and completeness of program, faculty, and student files. Compile end‑of‑course program documentation.
• Track and maintain Nursing Department budget files; prepare purchase orders and payment requests for review by the Dean.
• Oversee and maintain shared Outlook calendars for Nursing, Health Science, and EMT/Paramedic programs.
• Attend Nursing Department meetings, take detailed minutes, and distribute them in accordance with regulatory standards.
• Assist in faculty and staff recruitment by scheduling interviews and coordinating candidate communications.
• Serve as a liaison with faculty, staff, students, administrators, job applicants, and the public.
• Support the Clinical Placement and Compliance Coordinator with billing processes and contract filing.
• Maintain the Nursing Department’s Microsoft Teams channel and shared administrative drive.
• Perform general clerical duties including photocopying, mailing, scanning, and filing. Maintain both hard copy and electronic filing systems. Create and edit documents using Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Design and distribute interdepartmental and student‑facing communications using Canva.
• Create and manage departmental forms using Jot Form and Microsoft Forms, such as the School of Nursing Candidate Review Form and BSN Course Evaluation Forms.
• Coordinate logistics for Memorandum of Understanding (MOU) meetings with partner institutions, internal stakeholders, and legal or administrative representatives.
• Schedule and organize meetings for the School of Nursing and Health Sciences, including program chairs, department leadership, advisory boards, and cross‑functional teams.
• Collaborate with external stakeholders such as clinical…